Position Description - Ambulance Victoria

Ambulance Victoria
Position Description
Position Title: Patient Care Records Officer
Reports To: Supervisor PCR Officers
Division: Finance & Corporate Services
Department: Financial Accounting Services
Direct Reports: Nil
Employment Conditions: Ambulance Victoria Enterprise Agreement 2009.
Primary Objective:
Collate, code and process ambulance transport information through accurate and timely data input of information into Ambulance Victoria billing system.
Billing determination in relation to Mental Health, Workcover, TAC, Inter hospital, Interstate and patient accounts including all air ambulance transports.
Verification of subscription database for ambulance memberships.
Validate pension and Department of Veteran Affairs numbers with Centrelink.
Liaise with external health providers and taxi companies to obtain further information to enable completion of PCR billing process.
Responsibility for Quality: To take the responsibility for building and implementing quality processes using continuous improvement philosophies and
practices, thereby increasing value to the customers and the organisation
Behaviours
Achievement Self-Actualising Humanistic-Encouraging Affiliative
Achieves self set goals
Believes that individual effort is
important
Receptive to change
Encourages growth and
development in others
Cooperative
Creative problem solver Resolves conflicts constructively Friendly
Accepts and shares responsibility Non-defensive Trustworthy Genuine in concern for others
Takes on challenging tasks
Self respecting
Involves others in decision
making
Accepts change
Insightful in diagnosing problems
Motivates by serving as a role
model
Ambulance Victoria Date of Issue: May 2010 Number: 620033 Page 1 of 5

Occupational Health & Safety
• Understand, observe and adhere to all safe working procedures and maintain safe work practices
• Provide and promote an occupational environment that is responsive to the health, safety and welfare needs of employees, contractors and the
general public. Ensure the Occupational Health and Safety Management System and OH&S Risk Management Processes are adhered to
Equal Employment Opportunity
• Understand, support and adhere to the principles covered in the AV Workplace Respect Policy
• Ensure direct and indirect reports are aware of, understand and uphold the principles and requirements of the AV Workplace Respect Policy
• Monitor the working environment to ensure that acceptable standards of conduct are maintained at all times, including taking appropriate action if
unacceptable conduct is observed
• Provide and promote a climate of mutual respect, dignity and fairness free from discrimination, harassment, victimisation, bullying and violence for AV
employees, contractors, volunteers and the general public
Key Contacts
Internal - Corporate Services Staff, Operational Services, Memberships.
External - Patients and General Public, Hospitals and other Medical Facilities, Government Agencies (including Centrelink, Workcover, DHS), Private Health
Providers, TAC.
Ambulance Victoria Date of Issue: May 2010 Number: 620033 Page 2 of 5

Key Accountabilities
Key result area
Key Accountabilities
Mail • Collate mail from various ambulance stations into date and case number order. Includes PCRs and booking forms.
Data Entry of Manual Control Cards • Where manual control cards are issued, process information from control cards into the AV database to enable
PCR data entry to be effected.
CAD (Computer Aid Dispatch) • Review daily CAD Validation Reports and action any exception items.
Administration of Mental Health
Transports
Hospital Invoicing
Private Provider Invoicing
TAC/Workcover Accounts
Patient Care Records (PCRs)
Identify the responsible party for mental health transport accounts using hospital and DHS guidelines.
• Analyse case sheets to determine legal status of mental health patients, referring to the Mental Health Act
• Determine area of origin for mental health patients
• Determine appropriate billing referring to DHS guidelines
Interpret patient pre-existing illnesses (e.g. TAC) and work related injuries as defined by ASV Billing Guidelines to
assist with:
• The production of hospital invoices
• Determining the responsible party for the transport i.e. hospital, patient, TAC or Workcover
Process, reconcile and verify validity of private provider invoices to oracle database before forwarding to Accounts
Payable.
Interpret relevant legislation and ASV Billing Guidelines to accurately identify and bill Transport Accident Commission or
Workcover cases.
Interpret patient pre-existing illnesses and related injuries as defined by ASV Billing Guidelines to assist with:
• For billable transports, determine the responsible party for the transport i.e. hospital, patient, TAC or Workcover or
Interstate Service.
• Check previous transports to ascertain status i.e. private health, pensioner, subscriber etc.
• Liaise with health providers to obtain information on transports when required.
• Accurately calculate time and distance for PCR billing.
• Liaise with other AV departments for details regarding new Ambulance Officers and new ambulance vehicle
details.
• Ensure a high level of quality control to eliminate billing/correspondence errors to customers.
• Check invoices for discrepancies and errors
• Match Public Duty Event booking details to PCR and control cards. Ascertain event times for billing to ensure
accurate billing.
• Transfer/reverse invoices where necessary in accordance with AV procedures.
• Ensure monthly PCR reports are completed.
• Check air ambulance listing to ensure all transports have been billed.
Ambulance Victoria Date of Issue: May 2010 Number: 620033 Page 3 of 5

Key Accountabilities
Key result area
Missing PCR Report
Records & Database
Customer Service
Filing and Archiving
Oracle Testing
Temporary Relief Training
Privacy Guidelines
Organisational Expectations
Key Accountabilities
• Ensure billing of interstate patients is in accordance with State Agreements.
• Validate patient entitlements to free ambulance transport by reference to the Centrelink or ASV Membership
database.
Run ‘PCR not entered report’ on a monthly basis to ascertain PCR’s not received from ambulance officers and follow up
with relevant Station Officers for those that are outstanding.
Ensure patient records and database is maintained and kept up to date by:
• Processing, coding and assigning accounts as required.
• Updating database with correct spelling, date of birth, pension number and address details as provided.
• Confirming hospital billing details.
• Completing Centrelink checks on pension/HCC/DVA holders.
Ensure customer service delivery is met by:
• Verify and provide accurate information in a timely manner to patients and/or the patient’s family to minimise
patient/family stress.
• Ensuring billing issues are addressed and dealt with promptly.
• Providing advice and internal support for other staff in the Division.
Ensure filing and archiving of records is actioned promptly ensuring ease of access.
Participate in Oracle User Acceptance System Testing for the PCR/AR module in conjunction with the Accounting and
IT teams
Train and provide ongoing support to temporary staff in the use of Oracle, Onyx, Centrelink and AV processes and
procedures.
Respect and protect the privacy of patient information.
Adhere to and ensure that staff adhere to the AV code of conduct, policies and procedures which incorporate AV’s
organisational expectations of employees and managers as amended from time to time. This includes but is not limited
to, Health and Safety, Quality, Business Continuity, EEO and Risk Management Responsibilities.
Ambulance Victoria Date of Issue: May 2010 Number: 620033 Page 4 of 5

Selection Criteria
Qualifications and experience
• Business/Administration certificate or equivalent desirable
• Minimum 2 years administrative experience
• Knowledge of Privacy Act
• Knowledge of guidelines & regulations for TAC, WCV, DHS Ambulance and ASV advantageous
• Intermediate knowledge of MS Word and Excel
• Knowledge of Onyx and Oracle highly desirable
• Data entry speeds & high accuracy required:
- net numeric - upwards of 9,000 keystrokes per hour
- net alpha - upwards of 8,000 keystrokes per hour
Key attributes
• Established problem solving skills
• Well developed oral and written communication skills
• Effective time management and prioritisation skills
• High level of accuracy and attention to detail
• Proven ability to meet deadlines
• Ability to work autonomously
• Professional work ethic
• Demonstrated empathy and compassion
• Team player
Approval
Manager Financial Accounting Services
General Manager Finance & Corporate Services
Ambulance Victoria Date of Issue: May 2010 Number: 620033 Page 5 of 5